Migrate Exchange to Exchange with Outlook

  • Last updated on: 2018-10-19
  • Authored by: Rae D. Cabello

This article shows you how to transfer all of your current Microsoft® Exchange data to your new Rackspace Microsoft Exchange account, including your email, calendar data, contacts, tasks, and notes.

Note: If your office network has bandwidth limitations, you might want to turn off cached Exchange mode before your users begin to migrate their personal storage (PST) files.

Export your data to a PST file

  1. Open Microsoft Outlook® and log in to your previous Microsoft Exchange mailbox. Select File > Import and Export, as shown in the following image:

    The Import and Export Wizard opens.

  2. Select Export to a file and click Next.

  3. On the next screen, select Personal Folder File (.pst) and click Next.

    Then, perform one of the following actions and click Next:

    • To export an entire mailbox, including calendar, contacts, tasks, and notes, click once on the top folder (which has the format Mailbox - Your Name), then select the Include subfolders check box.

    • To export a public folder, click once on the top folder (or Public Folders to export all public folders), then select the Include subfolders check box.

    • To export individual Calendars, Contacts, or Tasks, highlight the individual folder, then select the Include subfolders check box.

  4. Save the export as a .pst file. You are prompted for a save location. The default save location is C:\\Documents and Settings\\(user name)\\Local Settings\\Application Data\\Microsoft\\Outlook\\backup.pst.

    Note: To make it easier to locate the file later, save it to your desktop. You need to know the location of the file to import it into your new account.

  5. Select the root folder of your mailbox, then select the check box to Include subfolders and click Next. On the next screen, ensure that you leave the option Replace duplicates with items exported selected, then click Finish to begin your export, as shown in the following images:

    Export personal folders

Note: Because this file is only used temporarily for export and import, we recommend that you use No Encryption for speed and compatibility purposes by leaving the password blank.

Import your PST file to your email client

After you have exported your PST file, you need to add your new Rackspace Microsoft Exchange email account to your email client. After your account is set up, perform the following steps:

  1. Open Outlook, log in to your Microsoft Exchange mailbox, and select File > Import and Export, as shown in the following image:

    The Import and Export Wizard opens.

  2. Select Import from another program or file and click Next, as shown in the following image:

  3. Select Personal Folder File (.pst) and click Next. On the next screen, click Browse to locate the PST file that you exported, as shown in the following image:

  4. Click Open. Then, leave the option Replace duplicates with items imported selected and click Next, as shown in the following image:

  5. Select Personal Folders, then select the Include subfolders check box, and click Import items into the same folder in. From the drop-down box, select the Exchange mailbox (shown as Mailbox - Your Name) into which you want to import your data. Click Finish to begin the import process, as shown in the following image:

Note: Your import might take some time to finish, depending on the size of the PST file.

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